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job analysis information is to be used. These areas can be decided on the basis of the
needs, priorities and constraints of the particular organisation.
4. Selecting Representative jobs for analysis: It would be highly time
consuming and costly to analyse all the jobs. It is therefore desirable to select a
representative sample of jobs for the purpose of detailed analysis. Priorities of various
jobs needing analysis can also be determined.
5. Collection of Data: In this step data on the characteristics of the job and
qualifications and behaviour required to do the job effectively is collected. Data may be
collected form the employees who actually perform the job, or from supervisors or from
outsiders called the trade job analysist appointed to watch employees performing the job.
Several techniques are available for job analysis. Care should be taken to use only those
techniques which are acceptable and reliable in the given situation.
6. Developing A Job Description: The information collected in the previous step
is used in preparing a job description. This is a written statement that describes in brief
the tasks, duties and responsibilities which need to be discharge for effective job
performance.
7. Preparing a job Specification: The last step in job analysis is to prepare a job
specification or employee specification. This is a written statement which specifies the
personal attributes in terms of education, training, experience and aptitude required to
perform the job.
compared to identify the common and critical aspects of the job. The interviewer uses
standarised interview schedule and asks job related questions in the interview, Interview
is widely used method particularly for job wherein direct observation or actual
performance is not feasible. The following guidelines will help the analysist to make
interview effective.
a. Prepare for the interviewnotify all interviewers in advance of the purpose of
the study, send the material ( task list, question list etc) to them and fix proper time for
the interview.
b. Introduce yourself so that the worker knows who you are and why you are
there.
c. Show a sincere interest in the worker and job that is analysed
d. Do not try to tell the employee how to do the job.
e. Verify the job information obtained . Remove job inconsistencies and
contradiction in the information collected.
4. Questionnaire: In this method properly drafted questionnaire are sent out to
jobholders. After completion these are returned to supervisors. As the data is often
incoherent and disorganized, it is discussed with job holders. After due correction it is
submitted to job analyst.
The questionnaire method provides comprehensives information about a job. It
also enables the analyst to cover a large number of jobholders in the shortest possible
time. Data obtained through a questionnaire can be quantified and processed with the
help of computer. But it is time consuming and costly to prepare a standards
questionnaire. Direct rapport between the analyst and respondents is not possible. In the
absence of a personal touch cooperation and motivation of respondents tend to be low.
5. Critical Incidents: In this method the jobholders are asked to describe the job
incidents on the basis of their experience. The incidents so collected anr analysed and
classified according to the job areas they describe. A fairly clear picture of actual job
requirements can be obtained by distinguishing between effective and ineffective
behaviour of workers on the job. However this method is time consuming. The analyst
require a high degree of skill to analyse the content of description given by worker.
6. Log Records: In this method a diary or log book is given to each job holders.
The job holder daily record the duties performed marking the time at which the time at
which each task is started and finished. The record so maintained provides the
information about the job. This method is time consuming. Moreover, it provides
incomplete data because information concerning working conditions, equipment used and
supervisory relationship is not available from the logbook. Most employee are not
disciplined enough to maintained the regular log book. This method is rather useful to
jobs that are difficult to observe eg engineer, scientist, research man, senior manager etc.
Job Description
The data collected through job analysis provides the basis for preparing job descriptions
and job specification. Job description is the functional description of what the job entails.
It is factual and organised statement describing the job in terms of its title, location,
duties, responsibilities, working conditions hazards and relationship with other job. It
tells us what is to be done , how it is to be done and why. The job description gives us the
following uses
job grading and classification
placement of new employees on a job
orientation of new employees towards basic duties and responsibilities
promotion and transfer
work measurement and work improvement
health and fatigue studies.
Some organisation prepare more than one job description for each job. A brief version
issued to hire the employee anile a detailed version is used for training and development
and evaluating the job.
Job Specification
Job specification or man specification or employee specification is a statement of
minimum acceptable human required for the proper performance of a job. It is the written
record of the physical, mental, social, psychological and behavioral characteristics which
a person should possess in order to perform the job effectively.
Physical characteristics includes height, weight, chest, vision, hearing, health, age,
voice, hand and foot coordination
Mental characteristics consist of general intelligence, memory, judgment, ability
to concentrate, foresight etc
Social and psychological characteristics comprises emotional stability, flexibility,
personal appearance, manner etc
Other persona characteristics include sex, education, family background, job
experience, hobbies etc.
Job specification tells what kind of person is required for a given job. It serves as
a guide in the recruitement and selection process. It is also helpful n training
advertisement appraisal of employee.
A Job specification normally consists of the following information
Position title
Department
Education and training
Experience
Age
Other attributes like good health, pleasing manner, fluency in
speaking and writing good knowledge of computer etc
job is expected to satisfy the higher order needs of an employees. Due to variety of tasks,
an employee gets the opportunity to make greater use of mind and skills.
eg. In an company there are 3 groups of sales persons for three different sales
functions namely booking orders, delivering the product and providing after sale service.
Under job enlargement all the group are combined together so that every sales person
performs all three functions.
Job enlargement reduces the boredom by providing the employee a more
complete or whole job to do.
It helps to increase the interest in work and efficiency.
It is also a method of training and developing more versatile employees.
But it doesnot increase the depth of a job.
Enlarged job require longer training period as there are more tasks to be learned.
3. Job enrichment: It involves designing a job in such a way that it provides
worker greater autonomy for planning and controlling his own performance. It is based
on the assumption that in order to motivate employees, the job itself must provide
opportunity for achievement, recognition, responsibility, advancement, and growth.
Through job enrichment a job is made more interesting and challenging, thereby
removing the narrow specialization.
Job enrichment should differentiated form job enlargement. Job enlargement
involves the horizontal loading of the job by adding a variety of operation which the job
holder performs. On the other hand, job enrichment consists of a vertical loading of the
job so that the jobholder himself controls the planning and execution of the job. In job
enrichment the jobholder is given more work in the same level of responsibility whereas
under the job enrichment the job holder is given greater autonomy and responsibility.
Some of the ways of doing the job enrichment are: